Articles in this issue:
A Note from Sandra
Best wishes for a happy and healthy 2013 from all of us in “the CANS Office”. A lot happened in 2012 and we are planning for continued and increasing changes in 2013. If we stick together on this, we will get through. I don’t mean that as just getting by, but growing into the changes to make program improvements for healthier environments for the children, students, adults, and those operating the program.
We still anticipate several announcements of new policies and/or proposed regulations. We will forward them to you as soon as we know they are posted on the US Department of Agriculture
regulations and policy website. I know the folks at USDA are very busy with the changes that have happened so far. They are listening to comments, as made obvious by the recent change in the maximum grains and meats, though the calorie limitations are still in place. Do continue to relay your concerns and successes to USDA, or to us and we will forward those.
Reviews of the Child & Adult Care Food Program and The Emergency Food Assistance Program are moving along smoothly for the most part. I appreciate all the work that folks do to operate programs in compliance with requirements and provide quality programs to South Dakotans. We will soon be starting the NSLP validation reviews for certified menus. At the recent national meeting of state agency staff, we heard repeatedly that this is not a “gotcha” activity, but that we should focus first on training and technical assistance to ensure compliance. It is possible that there will be instances where the extra reimbursement will be recovered or turned off until corrective action is taken. However, finding fault and filing overclaims are not our first priority.
Staff members continue with User Acceptance Testing for the new Food Distribution system. This is a very detailed and time-consuming process as we ensure that all of our requirements are met, that the manuals reflect the procedures and vice versa,
As we head into the New Year, our message remains the same: “If you do not know the answer to your question, it’s not a dumb question.” Be sure to call as questions arise and we will find an answer for you.
School Food Authorities that operate the School Breakfast Program (SBP) should continue to plan for SBP changes so that it is not a shock at the beginning of next school year. While we will not be required to certify breakfast menus, those will be included in the administrative reviews that start next year. An article to guide you on the changes was in last month’s bulletin and is available on the CNR webpage
Thanks to everyone for submitting the various reports in a timely manner. We recognize that there are many from monthly claims and food orders to annual reports to review responses. We appreciate your work to provide accurate information in a timely manner.
It Depends on Us... Another year lies before us like an unwritten page, an unspent coin, an unwalked road. How the pages will read, what treasures will be gained in exchange for time, or what we find along the way, will largely depend on us.
~Esther Baldwin York
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Food Safety Plan (aka SOP or HACCP plan) Update
The CANS NSLP webpage
is now updated to link directly to a copy of the Food Safety plan SOP’s (standard operating procedures) and record keeping logs. Look for Documents, Forms, Developing Food Safety Program. A Word version that can be edited is available; please email the CANS office to request the Word version.
This Food Safety plan contains SOP’s and record keeping logs that are modified to reflect current South Dakota food service code. It also contains the newest required SOP that was developed and released last school year titled “Safe Food Transportation, Storage, and Handling for all Child Nutrition Programs.”
Updates that SFA’s are required to make to the sample SOP’s include:
- Record SFA and site name on the booklet containing the Food Safety Plan or on every SOP.
- Update every SOP to reflect current SFA practices. One area that we see as a corrective action item on reviews is in the “Verification and Record Keeping” area. The sample SOP’s indicate that the Food Safety checklist must be done daily. It is up to the SFA to determine a frequency that is appropriate for their situation. Many SFA’s have set the frequency at bi-weekly or twice a month, though the frequency may be no less than once per month.
- Food safety plans must be reviewed, revised, and signed at implementation and again every subsequent school year.
- Your SFA may remove some SOP’s if it does not apply to your school/agency. An example is “Transporting Food to Remote Sites
(Satellite Kitchens)” if your SFA does not have a Satellite Kitchen you may remove this SOP. Keep in mind that there are certain required SOP’s and record keeping logs for all SFA’s, if you would like to remove an SOP or log that may be required please check with the CANS office.
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Summer Feeding Opportunities and Dates to Save
Food Research and Action Center FRAC January Summer Meals recruiting sponsors call.
Tuesday, January 8, 2013 at 1 p.m. EST.
This call is not required for participation in SFSP.
Click here to register
Sponsors are critical to the success of the Summer Food Service Program by ensuring there are summer sites where children can receive healthy meals. The sponsor is administratively and fiscally responsible for operating SFSP and has the ability to operate numerous sites throughout the community. By focusing on sponsor recruitment early we can guarantee there are enough sponsors to operate SFSP and meet the needs of children in the community. We will discuss strategies for recruiting sponsors and talk about resources and ideas to support sponsors ensuring they can build the program for future summers.
In South Dakota contact Julie McCord (605) 773-3110 or email@example.com for more information on summer feeding options. The sites participating in summer meals last year are displayed on FRAC website
under Documents click on Free Summer Feeding Sites.
The South Dakota Department of Education, Child and Adult Nutrition Services Summer Feeding website is still being updated with the new forms and will not be complete until February 1, 2013. Please do not download outdated forms. These dates are subject to change since we are still waiting on national guidance for some of the programs, but are set as follows right now:
• Feb. 1, 2013 - Public Release of summer feeding program outreach letters and information on opportunities to be a sponsor.
• March 1, 2013 – Registration Deadline for trainings for summer meal service programs. Registrations will be online and helpful in preparation of materials and planning requested accommodations.
• March 12, 2013 – Mandatory Webinar for renewing Summer Food Service Program administrative (office) and operational (food service) staff, Child and Adult Care Food Program with excessive summer increases or at risk programs and School Food Authorities new to the program.
• March 20, 2013 – Mandatory training for NEW sponsors for Summer Food Service Program administrative (office) staff and any program which would like to attend in person to the day long course in Pierre. SNOW DATE March 27, 2013.
• March 28, 2013 – National School Lunch Program Seamless Summer Webinar for both administrative and operational staff. This webinar will cove the requirements for the summer program, all regulations currently in place for National School Lunch Program and School Breakfast Program will continue as requirements for summer. Only schools in good standing with National School Lunch and School Breakfast Program can take part in the Seamless Summer Option.
• Apr. 8, 2013, South Dakota application deadline
• Summer Food Service Program Operational (Food service staff) Training – TBA in April
• NEW Sponsors for Summer Food Service Program required by the state staff to complete pre-approval process. (Schedule as applications are complete April – May).
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Your Menus have been Certified!
Congratulations to the following school districts/agencies that have achieved menu certification. You are commended for your work in meeting the new meal pattern requirements.
Alcester Hudson School District
Belle Fourche School District
Castlewood School District
Centerville School District
Hot Springs School District
Huron School District
Irene Wakonda School District
Madison Central School District
Marion School District
Vermillion School District
Winner School District
Aberdeen School District
Bennett Co School District
Bethesda Lutheran School
Chamberlain School District
Christian Center Elementary
Corsica School District
Custer School District
Dakota Valley School District
Dell Rapids School District
East Dakota Educational Coop
Flandreau Public School District
Gayville Volin School District
Grant Deuel School District
Hill City School District
Jones County School District
Kadoka School District
Marion School District
McCook Central School District
McCrossan Boys Ranch
Pierre Indian Learning Center
Sanborn Central School District
Scotland School District
Sioux Falls School District
Sioux Valley School District
Smee School District
Spearfish School District
St Agnes School District
St Thomas School District
Viborg Hurley School District
White Lake School District
If you are working on your menu certification and need some help, watch the CANS webpage for upcoming trainings around the state.
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In What Vegetable Subgroup Does Veri Green Beans Belong?
Several schools have asked about the Veri Green Bean being offered by many of their distributers and being told it can count in the dark green vegetable subgroup because it has a dark green color.
Veri-Green is a commercial canning process that was developed to improve the color of canned green veggies. It does not change or alter the nutritional content of the vegetable any more or less than the traditional canning process. It does not impact the nutritional value or category of the vegetable subgroup.
Green beans whether fresh, frozen, canned, or veri-green canned are categorized in the Other veg subgroup for purposes of meeting USDA meal pattern requirements.
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Team Nutrition Updates
Harvest of the Month and the following mini grants;
2013 Summer Fun with Food and Fitness mini grant $1,000 (open until funds are gone)
New Healthy Choices mini grant $750 (applications due March 1)
Amazing Body Tour $125. (Funds available till funds are gone)
2013 Healthier US Challenge mini grants $500. (Funds available till august 31, 2013)
Building a Wellness Team- Webinar
Jan. 29, 1 p.m. (Central)
Do you need a wellness team to be effective? Wellness teams come in many shapes and sizes. Learn how to build a team that will best meet your goals. Before you know where you want to go, you have to understand where you are. Learn about different types of school health assessment tools and how they can help move your efforts forward. We’ll cover goal-setting, time lines, budget, tracking progress and planning for sustainability during our 75 minute webinar, Building a Wellness Team, Assessing your school’s wellness Environment & developing an Action Plan.
Special Events to Promote School Breakfast- Webinar
Feb. 5 2 p. m. (Central)
Learn how to host events to engage parents, students and other community members to highlight alternative breakfast changes at your school and incorporate them during National School Breakfast Week (March 4-8, 2013). Events are a great way to kick off breakfast initiatives or celebrate the successful implementation of alternative models. You’ll learn more from schools just like yours during our 60 minute Webinar, Alternative Breakfast: Special Events to Promote School Breakfast.
Fuel Up to Play 60: Become a Leader in Your School- Webinar
Jan. 22, 1 p.m. (Central)
Have you heard about Fuel Up to Play 60 and wondered what the buzz is all about? Come and learn about this program reaching nearly 73,000 U.S. schools. Join the ranks of over 20,000 Fuel Up to Play 60 program advisors in leading your students and your school to better health. You’ll learn about program basics, what it means to be a program advisor (along with the perks that accompany the role), and how to apply for Fuel up to play 60 funds during our 30 minute webinar.
To keep up to date with all the Team Nutrition events and opportunities, visit the Team Nutrition webpage
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Performance Based Reimbursements Processed
The first Performance Based Reimbursement – Menu Certification was processed on December 14, 2012. The ACH notation is “Menu Certification”. If you receive a paper check, the stub will indicate “Menu Certification”. To verify the dollar amount received, refer to the Claim/Adjustment Payment Report which you receive each month a claim is paid. You will continue to receive a check each month you submit a claim report and there is no further action required.
To calculate, take the total lunches served (for the month(s) that you are eligible) times six cents to determine the reimbursement amount.
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Tips For Completing The Menu Certification Tool
Many of you are working hard to submit your menus for certification. Here are a few tips to help make your certification documents more accurate.
Menu certification training is strongly recommended before submitting to help ensure you are providing accurate information. Watch the Nutrition Bulletin and emails for upcoming trainings.
• SFA Notes tab:
Record all the sites that are included in your menu certification in this tab. Al sites in your agency must be covered in the menu certification process in order to be earning the extra 6 cent reimbursement.
Record who should be contacted for any questions regarding the information submitted in this tab. Also record the dates for your week of menus here.
• All Meals tab:
Make sure your week of menus is recorded at the top of the All Meals tab to include the month, days, and year. If you are using a cycle menu, do not record week 1 day 1 for example. You need to record the specific week. This helps to ensure what specific month and days you are certifying for and to start receiving the extra 6 cent reimbursement.
Make sure to record the name of your school district or agency at the top of this tab.
Enter the meat/meat alternate entrée and all the grains served as the meal name. You do not have to write all the other items you served this day. Milk, fruit, and vegetables are entered as amounts only, and all sides and condiments are listed on the simplified nutrient assessment (or nutrient analysis).
• Daily tabs:
Be sure to complete in the total amount of veggies in each subgroup on the top row where it says "Largest amount of ...vegetables to select on..."
Make sure the calendar of menus matches what you have recorded in the certification tool.
On each daily tab record only the menus offered on that day.
If you are implementing a daily veggie bar make sure to mark the checkmark on each daily tab in order to get credit for it in the weekly results.
Make sure the vegetable total you’ve indicated in column 5 matches the amounts recorded in the vegetable subgroup section.
Be sure to have total amount of vegetable plus the name and amount of veggie(s) in daily subgroup area. The total amount for each subgroup is what gets moved to the weekly total.
When recording unspecified vegetables be sure to also record what specifically the item is.
• Simplified Nutrient Assessment:
List all the desserts, sides and condiments individually with weekly servings used (not grouped together by day offered).
When figuring calories and saturated fat from one age/grade group to another, the calories and fat need to reflect the actual extra food that has been added. For example if you offer K-5 an entree that provides 1.5 ounces m/ma and 1 ounce equivalent of grain and offer a larger portion to 6-8 which provides 2 ounce m/ma and 2 ounce equivalent of grains these 2 different servings will not have the same calories and saturated fat. Or the amount of calories and saturated fat added need to reflect the calories and saturated fat found in the original serving size plus the added amount.
Calories and fat are for both the meat/meat alternate entrée and grains served that day, the same as what you listed on all the meals tab as a meal.
If you are having trouble entering information into the tool, have you saved the tool as a document to your computer? Have you clicked on enable editing bar at the top? Remember to have the scroll bar along the right hand side all the way up and the scroll bar along the bottom all the way to the left. This will help to ensure that you are at the right point to enter information.
Remember to start entering information on the tabs in order from left to right to provide accurate results. Do not skip any tabs as the information entered in each tab populates into other tabs such as the weekly report and the nutrient assessment.
If you are submitting a nutrient analysis such as NutriKids, have you printed it in portion value rather than weighted value? This helps us to better evaluate each menu item meeting the calories and fat for this process. Contact NutriKids or your software support people to find out how to do this if you don’t know.
If you are submitting using the simplified nutrient assessment, have you answered all the fruit milk, and vegetable subgroup questions along the left hand side by clicking on the radio buttons?
• Submitting documents:
All documents must be submitted electronically or via thumb drive. Do not mail or fax printouts or copies. Email your documents to firstname.lastname@example.org
, and be sure to include your school or agency name in the subject line.
Have you included your attestation statement and your calendar of menus for both breakfast and lunch?
Have you completed a certification tool for each grade group that you are using at your school or agency? If you are offering breakfast, remember that you will be using last year’s menu pattern and production record. You must complete the breakfast certification tool also (if you are offering breakfast) in order to be certified.
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Food Service Management Company Contracts
Sometimes a school or agency decides to investigate contracting with a food service management company (FSMC). Here are some tips to keep in mind:
• Contact Child & Adult Nutrition Services (CANS) Office by February 1 if you plan to contract for food services in the 2013-14 school year.
• An assessment must be conducted to show why a management company is needed. Include a visit with the current food service personnel to determine if they can/will make the desired changes.
• Management company contracts must be procured through open and free competition.
• Management company contracts must always be bid.
• The request for proposal/invitation to bid (RFP/ITB) must be reviewed and approved by Child & Adult Nutrition Services (CANS) prior to release.
• The RFP/ITB must follow the state agency prototype.
• The final contract must be approved by CANS prior to signature.
• All food service programs that the district wants the company to manage must be included, such as Summer Food Service Program or Seamless Summer Option, Fresh Fruit and Vegetable Program, and Child & Adult Care Food Program.
• The SFA is not obligated to enter into contract if you go out for bid as an exploratory measure.
• Plan to work with your school/agency’s attorney to be sure contract requirements are met.
•The DOE/Child & Adult Nutrition Services must be notified by February 1.
Check out the CANS webpage
and the USDA Guidance on Contracting with Food Service Management Companies
. Contact Sandra at Child & Adult Nutrition Services for further information.
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Free Training from NFSMI
Registration is open for several upcoming training sessions at the National Food Service Management Institute in Oxford, Mississippi, during 2013.
Jan. 29, 2013 – Food Defense and Food Safety Basics
– 8 a.m. – 5 p.m.
Jan. 30, 2013 – Inventory Management and Tracking
– 8 a.m. – 12 p.m.
Jan. 30, 2013 – Norovirus
– 1–3 p.m.
Feb. 20, 2013 – New Meal Pattern Training
– 8 a.m. – 3 p.m.
Feb. 20, 2013 – Foundations for Training Excellence (Part 1)
– 3–5 p.m.
Feb. 21, 2013 – Foundations for Training Excellence (Part 2)
– 8 a.m. – 5 p.m.
March 11-15, 2013 – Orientation to School Nutrition Management
Apr. 10, 2013 – Inventory Management and Tracking
– 8 a.m. – 12 p.m.
Apr. 10, 2013 – Norovirus
– 1– 3 p.m.
Apr. 11, 2013 – Meeting Children’s Special Food and Nutrition Needs
– 8 a.m. – 12 p.m.
June 10-14, 2013 – Orientation to School Nutrition Management
Registration and participant materials are free for each session. Lunch will be provided. Participants will receive certificates that reflect continuing professional education upon completion of each session. Participants are responsible for arranging and paying for their own travel and lodging.
NFSMI delivers training on a wide range of topics for child nutrition program professionals working in school nutrition and child care settings. To learn more about what NFSMI can do for you or to ask questions about these training sessions, call 800-321¬-3054 to speak to a member of the training team or go to www.nfsmi.org.
Trainings at the NFSMI headquarters in Mississippi are only one of the many options for taking advantage of NFSMI training. If you are unable to attend a training in person at NFSMI, please consider the following alternatives:
Free Online Courses
Visit the NFSMI's Online Courses webpage
for more information.
NFSMI training materials (including participant workbooks and instructor guides) and other great resources such as posters, videos, webinars, and research summaries are on the NFSMI website at www.nfsmi.org
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Incorporating the B Vitamins into your Menus
Once referred to as Vitamin B (much as people refer to Vitamin C), the B Vitamins are actually a group of eight vitamins that help produce red blood cells and generate energy. A lack of the B Vitamins may cause deficiency effects including: cracks in the lips, and high blood pressure, to name a few. Some foods that contain the B Vitamins include: fish, red meat, poultry, milk, cheese, eggs, potatoes, bananas, beans, seeds, nuts, whole grains, and leafy green vegetables. Don’t forget the B vitamins in your menus.
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Building for the Future with the CACFP
The National Child Care Information and Technical Assistance Center (NCCIC) Library
The NCCIC Library collection contains over 20,000 summaries and availability information for published documents of interest to policymakers, administrators, practitioners, researchers and other members of the child care community. Links to full-text publications about child care and school-age issues are provided when available. If you go to their library search page you can search their library resources whenever you would like. Click here
to access the NCCIC Library's webpage.
Mealtime Memos for Child Care
The November 2012 and December 2012 issues of Mealtime Memo for Child Care, the monthly newsletter that includes menus, recipes, and activities related to child care, is now online.
In the November 2012 issue you will find simple tips and strategies for creating a healthy environment for young children.
Healthy Environments for Young Children: Chemicals and Toxins
In the December 2012 issue you will find simple tips and strategies for including nutrition in the child care facility for school age children attending an afterschool program.
It's Afterschool Time
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The Food Allergy Book: What School Employees Need to Know
This is a new booklet on food allergies from the USDA and can be found at
- English version
- Spanish version
This booklet explains what you, the school employee, needs to know about food allergies and allergic reactions at school.
• What are the most common foods that might trigger an allergic reaction?
• What are the signs and symptoms of a severe, life-threatening allergic reaction?
• What is anaphylaxis? How is that different from a food intolerance?
• What is your role in helping to manage food allergies in schools?
It is important for you to know about food allergies and understand your role in helping to prevent and respond to allergic reactions in schools. Approximately six million children in the U.S. have one or more food allergies, and among children with food allergies, 16-18% have experienced a reaction at school. At any time, school staff may need to respond to a food allergy emergency—whether in the classroom or cafeteria, or on the playground, athletic field, or school bus.
CANS will be ordering and distributing a booklet for each school district.
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Plan now for upcoming School Breakfast Program changes – Grains Highlight
An article in the December Nutrition Bulletin outlined steps you can take to prepare for the changes to the breakfast program. We will highlight one each month to encourage you to take it a step at a time. Please share ideas you have on what can be done to prepare for the changes and we will pass them along to other agencies.
Grains – as with school lunch now, effective July 1, 2013 (13-14 school year) at least half of the grains offered must be whole-grain rich. Effective July 1, 2014 (the 14-15 school year) all grains offered must be whole-grain rich in both breakfast and lunch.
What can I do this year?
• Look at the cereals, breads, and anything else you offer at breakfast that would be considered a grain. Is it whole-grain rich? If not, plan so that you use up items that are not whole-grain rich to avoid an over-abundance of other product.
• Try different whole-grain rich products from vendors to see what your students like.
• As you plan your bids and purchasing for the 13-14 school, make sure at least half the items are whole-grain rich.
In the new breakfast meal pattern, there are daily minimums and weekly ranges, the same process as in school lunch. The daily minimum for grains is 1-ounce equivalent for all grade ranges. The weekly maximum for a 5-day school is
• 7 – 10 for grades K-5,
• 8 – 10 for grades 6 – 8, and
• 9 – 10 for grades 9 – 12.
What can I do this year?
Review the number of grains you offer weekly. If it is excessive, start to cut back this year. If it is low, make plans to increase the quantities. While the maximums for grains were lifted for the ’12-13 school year for those following the new breakfast pattern, we do not yet know if they will be removed for next year, in the future, or ever.
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21st Century Community Learning Center Grants Available
The 21st Century Community Learning Center program is designed to provide federal grants (through the State) for programming for students outside of the regular school day. The programs must provide an academic component as part of their planning. The grants are for from $50,000 to $150,000 per year for each of the five years of the grant.
The 2013 21st CCLC competition is now open. The application deadline is March 1, 2013. The application, application instructions, along with the reviewers document are all located in the "DOCUMENTS" section to the right on the 21st CCLC webpage
To help potential applicants with the process, the 21st CCLC team has set up two webinars. The webinars will provide guidance and a chance for questions. While not required, applicants are strongly encouraged to participate in one of the webinars. More information on how to register for these webinars is also on the link mentioned above.
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Update on USDA Policy Memos
The following policies have been issued by USDA and are posted on their website. Other policies have been issued, also, but they relate to state agency operation. Only those specific to local agency operation are included here. You can check them out at fns.usda.gov/fns/regulations.htm
SP11-2013 FNS Guidance to School Food Authorities: Flexibility in the Meat/Meat Alternate and Grain Maximums for School Year 2012-13
This memo provides information on flexibility in the meat and grain maximums. Note that calories still have a minimum and maximum that must be followed. 12-07-2012
SP09-2013 CACFP 04-2013 Streamlining At-risk Meal Participation for School Food
Authorities The purpose of this memorandum is to streamline the requirements for participation of school food authorities (SFAs) in the at-risk afterschool meals component of the Child and Adult Care Food Program. SFAs with at-risk sites that are interested in offering suppers should contact the state agency. 11-28-2012
SP 07-2012, SFSP 04-2012 - REVISED Summer Feeding Options for School Food Authorities
This memorandum presents options available to school food authorities for feeding children in the summer months through the Child Nutrition Programs administered by the Food and Nutrition Service. This memorandum also describes the simplified application and review procedures now available to SFAs participating in the National School Lunch Program or School Breakfast Program that wish to apply for participation in the Summer Food Service Program. SFAs that are interested in offering summer meals should contact the state agency. 11-23-2012
SP 06-2013, CACFP 03-2013, SFSP 03-2013 Determining Area Eligibility Based on School Data
This memorandum provides guidance on using school data when determining area eligibility for purposes of the Child Nutrition Programs in instances where school attendance areas may not accurately reflect the population of the school for which eligibility data is being used. 11-23-2012
SFSP 05-2013 SFSP Questions and Answers
This memorandum updates previously issued Questions and Answers to reflect Program changes as a result of The Healthy, Hunger-Free Kids Act of 2010 (Public Law 111-296). More “frequently asked questions” have been added. 11-23-2012
FD-127 Approval of End Products and Monitoring of End Product Sales
The purpose of this policy memorandum is to clarify a State distrubuting agency's responsibilities regarding the approval of end products for processing; and (2) monitoring of sales of such end products to school food authorities in the National School Lunch Program by reviewing a processor's monthly performance report. 11-07-2012
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Check out the useful links below to keep updated on healthy practices in your child nutrition programs. Consider bookmarking them on your computer for easier access.
Child & Adult Nutrition Services
Team Nutrition Newsletter
– check this site out for the most up-to-date information on program requirements
Guidance & Resources
Coordinated School Health
– Working partnership between the SD Departments of Education and Health to coordinate programming to improve the health and educational outcomes of young people.
News Infused e-newsletter
School Nutrition Association of SD (SNASD)
Keep abreast of what is happening in the State Association by visiting the SNASD website and newsletter
Fuel Up to Play 60
– Check out this website for resources on healthy eating and physical activity ideas promoting school wellness along with opportunities for obtaining monies for your program. Several contests starting now.
- check out this website for information on living healthy
Working on Wellness Newsletter
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