APPENDIX C-2. STATE DIRECTOR WEB SURVEY
OMB Control Number: 0584-0656 Expiration Date: XX/XX/20XX |
[PROGRAMMER: SHOW THIS INTRODUCTION EVERY TIME A USER LOGS IN]
The U.S. Department of Agriculture’s Food and Nutrition Service (FNS) is conducting a study to obtain information about the administration and oversight of the Summer Food Service Program (SFSP) and to identify potential barriers to ensuring the integrity and effective management of the program. FNS hired Westat to conduct the SFSP Integrity Study to describe how different entities (States, sponsors, and sites) administer and oversee the SFSP, any program integrity challenges, and any resources or training that could better support the effective administration and monitoring of the SFSP.
The first part of the SFSP Integrity Study involves a survey of all State agencies that administer SFSP. The survey will answer questions like:
How do States train sponsors?
How do States monitor sponsors and sites?
What integrity challenges do States face?
The survey is asking for information about “typical” or “usual” SFSP operations, and not new or revised processes or procedures put in place in summer 2020 as a result of COVID-19. Later in this study, FNS will gather information on the impact of COVID-19 on SFSP, as part of the interviews of 18 State agencies.
Your answers are important, and will help FNS understand more about how the SFSP is administered. There are no right or wrong answers. If you are unsure of how to answer a question, please give the best answer you can.
The survey link may be shared, and other staff in your agency may login to complete the survey. However, the State Child Nutrition Director must approve and submit the completed survey. This survey should take no more than 20 minutes to complete.
Participation in this study is voluntary, and the information collected will be used to determine resources, develop training, and provide technical assistance. Refusal to participate will not have any impact on your position, your State agency, or child nutrition programs. You may also skip questions that you do not wish to answer.
Under the Privacy Act of 1974 and the System of Record Notice FNS-8 USDA/FNS Studies and Reports, any personally identifying information obtained will be kept private to the extent provided by law. We will use all data we collect only for the purposes we describe. In the final report we will present the aggregated survey data, and will not link individual States to their responses. The raw survey data will be submitted to FNS at the end of the study for research purposes, and your responses will not impact your agency, the SFSP, or you or your staff in any way.
You may login to the survey link as many times as you wish in order to complete the survey between now and [DATE]. Simply click “Save and Continue Later” at the bottom of the screen before logging out to save your answers. The survey will close on [DATE].
Please answer the questions in the survey based on your State’s current policies or procedures.
If you need additional information, please call [study phone number] or email us at [study email].
Thank you.
A1. Please provide the total number of full-time equivalent (FTE) State-level staff who work on the Child Nutrition Programs, including the SFSP? Use decimals if needed (e.g., 1.5 FTEs).
Note: If your State’s SAE plan is current, please provide the total FTEs listed in the approved SAE plan.
|___| Total FTEs for all Child Nutrition Programs, including SFSP (programmer--allow decimal points)
A2. Please provide the total number of full-time equivalent (FTE) State-level staff who work on the SFSP. Use decimals if needed (e.g., 1.5 FTEs).
Note: If your State’s SAF plan is current, please provide the total FTEs listed in the approved SAF plan.
|___| Total FTEs working on the SFSP (programmer--allow decimal points)
B1. Does the State agency typically attempt to actively recruit new sponsor organizations?
Yes
No GO TO QUESTION B2
B1a. How does the State agency attempt to recruit sponsors?
SELECT ALL THAT APPLY.
Calls potential sponsors
E-mails potential sponsors
Mails SFSP information in hard copy to potential sponsors
Collaborates with local advocacy organizations to recruit potential sponsors
Presents SFSP information at relevant conferences and meetings
Fields Spanish TV and/or radio ads
Fields English TV and/or radio ads
Other (PLEASE SPECIFY):
B2. Does the State agency assist sponsors in recruiting potential sites?
SELECT ONLY ONE.
Yes
No GO TO QUESTION C1
B2a. How does the State agency assist in recruiting potential sites?
Notifies area eligible schools
Disseminates information to at-risk afterschool program sites
Disseminates information to potential non-school sites
Works with State or local advocacy organizations to target outreach
Utilizes maps or mapping software to identify eligible areas where sites could be located
Presents SFSP information at relevant conferences and meetings
Fields Spanish TV and/or radio ads
Fields English TV and/or radio ads
Other (PLEASE SPECIFY):
For the questions in this section, please respond with what was common in the years prior to COVID-19 (i.e., 2019 and earlier), unless instructed otherwise.
C1. In preparation for summer, how many annual trainings does the State agency usually host for SFSP sponsors?
# OF TRAININGS: _______
(programmer: if respondent answers more than “1” to C1, show C1a)
C1a. Please briefly describe the rationale for hosting multiple trainings.
(Examples may include: the State hosts an annual training for returning sponsors and a separate training for first-time sponsors; or the State holds a separate training for each sponsor type (SFAs, private nonprofits, camps, etc.))
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________
C2. When does the State agency usually provide the annual training(s) for SFSP sponsors?
SELECT ALL THAT APPLY.
(programmer: if respondent answers “1” to C1, they cannot select multiple months here)
January May September
February June October
March July November
April August December
C3. Do you require sponsors to participate in the annual training?
Yes, annual training is required for all sponsors
Yes, annual training is required but only for certain sponsors
Explain:______________________________________
No
C4. Besides sponsor personnel, who else usually participates in the annual training?
SELECT ALL THAT APPLY.
Site personnel
Food service management company/vendor representatives
Auditors who work with SFSP
Health inspectors who work with SFSP
Other (PLEASE SPECIFY):
No other entities attended the training
C5. In what format does the State agency usually provide the annual training(s) for SFSP sponsors?
SELECT ALL THAT APPLY.
Group training in person
Group online training (e.g., Skype or GoToMeeting)
Self-paced online training (sponsors can participate when it is convenient for them)
Conference calls
Resource materials available on the web
Other (PLEASE SPECIFY):
[If respondent selects multiple responses, go to C6, else skip to C7]
C6. In your opinion, which training format is most effective at preparing sponsors to operate the SFSP?
SELECT ONLY ONE.
Group training in person
Group online training (e.g., Skype or GoToMeeting)
Self-paced online training (sponsors can participate when it is convenient for them)
Conference calls
Resource materials available on the web
Other (PLEASE SPECIFY):
C7. Which of the following topics does the State agency usually cover in the annual training for SFSP sponsors?
SELECT ALL THAT APPLY.
Purpose of the SFSP
Sponsor application process
Eligibility requirements for sponsors and sites
Recordkeeping requirements
Meal patterns
Meal service requirements (e.g., congregate feeding, meal service times)
Meal preparation and ordering adjustments
Meal counting
Meal claim preparation
Documentation of nonprofit food service
Food specifications and meal quality standards
Procurement standards, bid requirements, vendor contract requirements
Food safety and health inspection requirements
Incorporating local foods and agriculture-based activities
Site visit requirements
Civil Rights racial/ethnic data collection and nondiscrimination
Guidance on how to train site-level staff
Other (PLEASE SPECIFY):
C8. Does any part of the annual training include a post-test or other method to verify sponsor comprehension of the information?
Yes
No
C9. Apart from the annual training, does the State agency usually provide any additional training(s) for SFSP sponsors?
Yes GO TO QUESTION C9a
No GO TO QUESTION C10
C9a. In what format does the State agency provide this additional training for sponsors?
SELECT ALL THAT APPLY.
Group training in person
Group online training (e.g., Skype or GoToMeeting)
Self-paced online training modules (sponsors can participate when it is convenient for them)
Conference calls
Other (PLEASE SPECIFY):
C9b. What is the target audience for those additional trainings?
SELECT ALL THAT APPLY.
First-time sponsors
Sponsors identified as seriously deficient
School food authority (SFA) sponsors
Private nonprofit sponsors
Camp sponsors
Government sponsors (local/municipal/county)
Other (PLEASE SPECIFY):
No target audience, open to all
C10. Which 3 topics do your sponsors have the most questions about for SFSP?
SELECT THE TOP 3 MOST COMMON TOPICS OF INQUIRY.
Sponsor application process
Documenting site eligibility (area eligibility, income applications)
Selection of site location
Completing claims for reimbursement
Menu planning and meal pattern requirements
Estimating yearly projected reimbursement
Recording meal counts
Improving meal quality
Advanced payments
Site outreach/advertising
Financial management and documentation of a nonprofit food service
Correcting program violations
Selecting food service management companies for vended meals
Procurement requirements
Transportation
Other (PLEASE SPECIFY):
D1. Which of the following SFSP tools and resources do State staff use, provide to sponsors, or sites?
[Acceptable responses include marking any combination of the first three response options, or ONLY the final response option (not used or provided).]
Resource |
Used by State Staff |
Provided to Sponsors |
Provided to Sites |
Not Used or Provided |
USDA Resources |
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USDA Summer Meals Toolkit |
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USDA Mapping Tools for Summer Meal Programs (e.g. Capacity Builder) |
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USDA State Agency Monitor Guide |
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USDA Administration Guide for Sponsors |
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USDA Sponsor Monitor’s Guide |
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USDA Nutrition Guide |
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USDA Site Supervisor’s Guide |
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USDA Sample Sponsor Administrative Review Report |
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USDA Sample Site Operational Review Report |
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Non-USDA Resources |
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Choice Plus: A Reference Guide for Foods and Ingredients (Institute of Child Nutrition) |
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Share Our Strength Collaborative Planning Toolkit |
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No Kid Hungry’s Text Service (Text “FOOD” to 877-877) |
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FRAC Guide on Purchasing High-Quality Summer Meals |
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Other (PLEASE SPECIFY): |
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Other (PLEASE SPECIFY): |
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[for all rows in D1 where respondent indicates “not used or provided,” populate D1a]
D1a. Explain why the following resources are neither used nor provided.
Tool or Resource |
Reason Not Used or Provided |
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Unfamiliar with this Resource |
Not Found to be Useful |
Distribute Similar Guidance Produced by the State |
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[fill using response to D1] |
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[fill using response to D1] |
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[fill using response to D1] |
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[fill using response to D1] |
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[for all rows in D1 where respondent indicates “provided to sponsors” OR “provided to sites”, populate D1b]
D1b. How does the State agency disseminate these resources?
Tool or Resource |
How Disseminated to Sponsors and/or Sites |
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Posted on State agency’s public website |
Posted on private State portal that sponsors and sites can access |
Hard copies distributed at trainings |
Shared via Email |
Other |
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[fill using response to D1] |
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[fill using response to D1] |
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[fill using response to D1] |
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[fill using response to D1] |
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D2. Do you have any State-developed tools and resources that you make available to sponsors or sites in your State?
Yes, provided to sponsors only GO TO QUESTION D2a
Yes, provided to sites only GO TO QUESTION D2a
Yes, provided to sponsors and sites GO TO QUESTION D2a
No GO TO QUESTION E1
D2a. What topics do the State-developed tools and resources address?
Meal patterns
Monitoring
Mapping of eligible sites
Procurement and purchasing
Meal counting
Meal claiming
Site eligibility
Budgets and allowable costs
Recordkeeping
Food safety
Other (PLEASE SPECIFY):
E1. What is the State agency’s deadline for accepting sponsor applications to participate in SFSP?
New Sponsors_____[Dropdown menus for month and day]______
Returning Sponsors_____[Dropdown menus for month and day]______
E2. Does the State agency accept applications after the deadline?
No
Yes, under the following circumstances (PLEASE SPECIFY) ____________
E3. What are the top three challenges for the State agency in the sponsor application and approval process?
SELECT THE TOP 3 CHALLENGES
Late applications
Incomplete applications
Documenting sponsor eligibility
Documenting site eligibility
Reviewing sponsor budgets
Timeline for review and approval
Conducting pre-approval visits
Finding enough eligible sponsors to apply
Other (PLEASE SPECIFY):
Not applicable; the process is not challenging
E4. What is the most common reason for disapproving a NEW sponsor’s application?
SELECT ONLY ONE.
Sponsor does not meet eligibility criteria
Sponsor is not financially viable and/or does not have a reasonable budget for SFSP
Other sponsors or sites cover the same service area
Sponsor does not have adequate qualified staff to oversee program
Other (PLEASE SPECIFY):
Not applicable
E5. What is the most common reason for disapproving a RETURNING sponsor’s application?
SELECT ONLY ONE.
Sponsor does not meet eligibility criteria
Sponsor has uncorrected problems from the prior year
Sponsor is not financially viable and/or does not have a reasonable budget for SFSP
Other sponsors or sites cover the same service area
Sponsor does not have adequate qualified staff to oversee program
Other (PLEASE SPECIFY):
Not applicable
E6. How does the State agency verify each proposed site’s area eligibility?
SELECT ONLY ONE.
Sponsor uploads area eligibility documentation and State staff review and confirm
Sponsor submits hard copy (paper) area eligibility documentation and State staff review and confirm
State system automatically confirms area eligibility based on address of site
Other (PLEASE SPECIFY):
E7. How does the State agency verify each closed enrolled site’s eligibility?
SELECT ONLY ONE.
Sponsor uploads free and reduced applications and other documentation and State staff review and confirm
Sponsor uploads eligibility information from local schools and State staff review and confirm
State reviews free and reduced applications and other documentation on monitoring visits
Other (PLEASE SPECIFY):
E8. How does the State agency verify each camp’s eligibility?
SELECT ONLY ONE.
Sponsor uploads documentation, including free and reduced applications, and State staff review and confirm
State reviews free and reduced applications and other documentation during on-site monitoring visits
Sponsor mails in documentation to the State and State staff upload
Other (PLEASE SPECIFY):
E9. How does the State agency verify that a site is rural?
SELECT ONLY ONE.
Sponsor uploads documentation and State staff review and confirm
State system automatically confirms rural status based on address of site
State checks the site location against census map
Other (PLEASE SPECIFY):
E10. How does the State agency track compliance with health and sanitation inspections for sites?
SELECT ALL THAT APPLY.
State or local health agencies provide reports directly to the State agency
Sponsors or sites maintain documentation that is checked during State monitoring visits
Sponsors upload information to the State
Other (PLEASE SPECIFY):
No specific process
E11. Does the State agency have additional FNS-approved requirements for sponsors beyond what SFSP regulations require?
Yes
No
E12. Does the State agency have additional FNS-approved requirements for sites beyond what SFSP regulations require?
Yes
No
For the questions in this section, please respond with what was common in the years prior to COVID-19 (i.e., 2019 and earlier), unless instructed otherwise.
F1. To what extent did the State agency conduct unannounced reviews of SFSP sponsors?
SELECT ONLY ONE.
More than 75% of sponsor reviews are unannounced (all or almost all)
25-75% of sponsor reviews are unannounced (some)
Less than 25% of sponsor reviews are unannounced (a few)
No sponsor reviews are unannounced
F2. To what extent did the State agency conduct unannounced reviews of sites?
Note: by unannounced we mean that neither a site nor its sponsor is aware of the review in advance.
SELECT ONLY ONE.
More than 75% of site reviews are unannounced (all or almost all)
25-75% of site reviews are unannounced (some)
Less than 25% of site reviews are unannounced (a few)
No site reviews are unannounced
F3. How did the State agency verify use of reimbursement funds on allowable costs?
SELECT ALL THAT APPLY.
Review of proposed budget prior to program operations
On-site review of sponsor or site documentation
Review of documentation submitted by sponsors
Other (PLEASE SPECIFY):
F4. How did the State agency verify that corrective action is implemented by sponsors/sites?
SELECT ALL THAT APPLY.
Follow-up visits
Desk review of documentation
Other (PLEASE SPECIFY):
F5. For summer 2019, which of the following expenditures of SFSP funds did the State agency most frequently deny?
SELECT ALL THAT APPLY.
Meals served over the approved site cap
Organized sports activities
Transportation
Fundraising costs
Items not included in budget approved by State agency
Excessive salary
Other (PLEASE SPECIFY):
Not applicable
F6. Which of the following areas does the State agency most closely monitor among new sponsors in their first year of operating the SFSP?
SELECT ONLY ONE.
Budgets and allowable costs
Meal patterns
Meal counting and claiming
Site training
Health and sanitation inspections
Meal preparation/ordering
Procurement
Other (PLEASE SPECIFY):
There is not a specific area that the State more closely monitors for new sponsors
F7. Which of the following areas does the State agency most closely monitor among experienced sponsors, who have operated the SFSP for more than two years?
SELECT ONLY ONE.
Budget and allowable costs
Meal patterns
Meal counting
Meal claiming
Site training
Health and sanitation inspections
Meal preparation/ordering
Procurement
Other (PLEASE SPECIFY):
There is not a specific area that the State more closely monitors for experienced sponsors
G1. Does the State agency’s meal claiming system track meal counts by site?
Yes
No
G2. Does the State agency’s meal claiming system allow claims at different reimbursement levels at the SITE-level? (Example: a non-rural site that serves a vended breakfast and a self-prep lunch.)
Yes
No
G3. Does the State agency’s meal claiming system allow claims at different reimbursement levels at the SPONSOR-level?
Yes
No
G4. Which of the following edit checks does the State’s meal claiming system have for sponsor claims for reimbursement?
SELECT ALL THAT APPLY.
Total number of meals that can be claimed (e.g., # operating days times average daily participation)
Second meal limit
Block claims (i.e., claiming the exact same number of meals for consecutive time periods)
Approved meals (breakfast, lunch/supper, snack)
Other (PLEASE SPECIFY):
None
G5. How does the State calculate average daily attendance (ADA) for the month of July, to report to FNS on the FNS-418 form?
The State calculates ADA for each sponsor based on the sponsor’s meal counts and operating days
Each sponsor submits its ADA and the State sums them and reports to FNS
Other method (PLEASE SPECIFY)
G6. How challenging would it be for the State to report average daily attendance (ADA) to FNS on a monthly basis for each month of SFSP operations?
Extremely challenging
Very challenging
Moderately challenging
Slightly challenging
Not at all challenging
The questions in this section ask about summer 2019 meal disallowances that resulted from State monitoring visits.
H1. For how many sites were meals disallowed in summer 2019?
_______[NUMBER]__________ (AN ESTIMATE IS FINE)
(programmer: if respondent answers zero, skip to H3)
H2. For the following meal types, how many meals were claimed and disallowed by the State in summer 2019?
For the number of meals disallowed, an estimate is fine.
(programmer, column 3 cannot be greater than column 2)
Meal Type |
# Claimed in Summer 2019 |
# Disallowed in Summer 2019 |
Breakfast |
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Lunch |
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Supper |
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Snack |
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H3. According to the State monitoring staff, what are the three most common reasons that the State agency disallowed meals in summer 2019?
SELECT THE TOP 3 REASONS.
Insufficient or incomplete meal count records
Insufficient or incomplete menus, food service records and/or meal delivery receipts
Site exceeded the meal cap set by the State agency
State reviewer observed fewer meals served to children than sponsor/site claimed
State reviewer observed meals served that did not meet meal patterns
Meals were served outside of approved times
Meals were taken offsite for consumption
Meals claimed were served to adults
Number of second meals claimed was too high
Other (PLEASE SPECIFY):
No meals were disallowed in 2019
I1. How many of the sponsors and sites that participated in summer 2018 did not return to operate the SFSP in summer 2019?
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Number |
Don’t Know |
Not Applicable |
2018 SFSP Sponsors in good standing that did not return in 2019 |
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2018 SFSP Sponsors with significant uncorrected findings that did not return in 2019 |
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2018 SFSP Sites in good standing that did not return in 2019 |
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2018 SFSP Sites with significant uncorrected findings that did not return in 2019 |
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I2. How many sponsors and sites participated in the SFSP in summer 2019?
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Number |
SFSP Sponsors in summer 2019 |
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SFSP Sites in summer 2019 |
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I3. During or after summer 2019, how many SFSP sponsors and sites were either terminated for cause or self-terminated?
Termination for cause refers to the termination of a sponsor’s or site’s SFSP agreement by the State agency due to the sponsor’s or site’s violation of the agreement.
A sponsor or site that self-terminates is one that elects to stop participating in the SFSP.
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Number |
Don’t Know |
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I4. In general, what is the most common reason sponsors are terminated for cause? SELECT ONLY ONE.
Repeat or uncorrected violations from a prior review
Sponsor is found seriously deficient in another federal child nutrition program
Sponsor does not repay over-claims
Sponsor does not maintain tax exempt status documentation
The sponsor’s sites do not meet eligibility requirements
Other (PLEASE SPECIFY):
Not applicable, no sponsor has been terminated for cause in the last 5 years
I5. In general, what is the most common reason sites are terminated for cause?
SELECT ONLY ONE.
Health or safety violations
Repeat or uncorrected violations from a prior review
Sites do not meet eligibility requirements
Other (PLEASE SPECIFY):
Not applicable, no site has been terminated for cause in the last 5 years
I6. Does the State agency maintain a State Disqualified List for SFSP?
Yes
No
I7. What is the most common reason that sponsors self-terminate and do not return from one year to the next?
SELECT ONLY ONE.
Another sponsor serves the same area or children
Losing money on SFSP
Site locations are no longer available for meal service
Not enough children attend the program
Too much paperwork
Not enough staff or volunteers to run the program
Meal vendors are not available in the area
Other (PLEASE SPECIFY):
Unknown
Not applicable, no sponsor has self-terminated in the last 5 years
I8. What is the most common reason that sites self-terminate and do not return from one year to the next?
SELECT ONLY ONE.
Another site serves the same area or children
Losing money on SFSP
Site locations are no longer available for meal service
Not enough children attend the program
Too much paperwork
Not enough staff or volunteers to run the program
Meal vendors are not available in the area
Other (PLEASE SPECIFY):
Unknown
Not applicable, no site has self-terminated in the last 5 years
J1. To what extent are each of the following issues a challenge faced by the State agency in administering and overseeing the SFSP in rural areas?
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Not a challenge |
Moderate challenge |
Significant challenge |
Not sure |
Identifying capable sponsors |
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Providing effective oversight of sponsors |
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Providing effective oversight of sites |
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Ensuring reimbursement funds are used for allowable costs |
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Staff turnover at sponsor organizations |
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Staff turnover at sites |
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Site recordkeeping |
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Sponsor recordkeeping |
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Distance to sites for monitoring |
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Other, please specify: |
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J2. To what extent are each of the following issues a challenge faced by the State agency in administering and overseeing the SFSP in urban and suburban areas?
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Not a challenge |
Moderate challenge |
Significant challenge |
Not sure |
Identifying capable sponsors |
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Providing effective oversight of sponsors |
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Providing effective oversight of sites |
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Ensuring reimbursement funds are used for allowable costs |
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Staff turnover at sponsors |
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Staff turnover at sites |
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Site recordkeeping |
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Sponsor recordkeeping |
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Distance to sites for monitoring |
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Other, please specify: |
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K1. Please describe the primary challenge that the State agency faces in ensuring program integrity in the SFSP.
K2. Please tell us one thing that the State agency does particularly well to ensure program integrity in the SFSP.
K3. Please note anything else you would like to tell us about your State’s SFSP.
I, [State CN Director Name], have reviewed the information in this survey and confirm that it is an accurate accounting of the administration of SFSP in my State.
Thank you for participating in this USDA study.
FNS anticipates the study results will be published on the FNS website in [DATE 2021], located here: https://www.fns.usda.gov/ops/child-nutrition-programs.
The
Food and Nutrition Service (FNS) is conducting this study to obtain
information about the administration and oversight of the Summer
Food Service Program and to identify potential barriers to ensuring
the integrity and effective management of the program.
Participation in this study is voluntary and the information
collected will be used to determine resources, develop training,
and provide technical assistance. Under the Privacy Act of 1974
and the System of Record Notice FNS-8 USDA/FNS Studies and Reports,
any personally identifying information obtained will be kept
private to the extent provided by law. According to the Paperwork
Reduction Act of 1995, an agency may not conduct or sponsor, and a
person is not required to respond to, a collection of information
unless it displays a valid OMB control number. The valid OMB
control number for this information collection is 0584-XXX. The
time required to complete this information collection is estimated
to average 20 minutes per response, including the time for
reviewing instructions, searching existing data sources, gathering
and maintaining the data needed, and completing and reviewing the
collection of information. Send
comments regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing this
burden, to: U.S. Department of Agriculture, Food and Nutrition
Service, Office of Policy Support, 3101 Park Center Drive, Room
1014, Alexandria, VA 22302 ATTN: PRA (0584-xxxx).
File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
Author | Melissa Rothstein |
File Modified | 0000-00-00 |
File Created | 2021-01-13 |