F01.10 SFPS Overview USDA Foods Data (G1ab)

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APPENDIX F01.10.  SFPS OVERVIEW OF USDA FOODS DATA (GROUPS 1A AND 1B)

Overview of USDA Foods Data from State Distributing Agencies

The USDA National School Foods Study is requesting State Distributing Agencies to provide detailed data on USDA Foods to SFAs selected to participate in the study. 

Each selected SFA has been assigned a specific quarter of School Year 2024-2025 for which data will be requested. After the end of each quarter, we will send State Distributing Agencies an email to provide data on USDA Foods delivered to the selected SFAs for that specific quarter. 

The quarters of School Year 2024-2024 are as follows:

    • Quarter 1: July 1, 2024, through September 30, 2024
    • Quarter 2: October 1, 2024, through December 31, 2024
    • Quarter 3: January 1, 2025, through March 31, 2025
    • Quarter 4: April 1, 2025, through June 30, 2025

Data Needed and Requested Format

USDA Foods Direct Deliveries (formerly known as brown box)

For each selected SFA (each recipient agency), please provide the following information on direct deliveries of USDA Foods during the specified quarter:

    • Product Name (e.g. beef burger, canned tomatoes)
    • Product code (USDA Foods material code)
    • Pack size (case size)
    • Total cases received
    • Total value (state-assigned value)

You do not need to provide data on deliveries of USDA DoD Fresh Produce or processed end products containing USDA Foods as ingredients, as these data will be provided by USDA and the selected SFAs, respectively. 


Please ensure your submission includes all of the requested data elements and provide it in Excel or another electronic editable format.
How to Submit the Data

There are two ways to submit the data to the study team: 

    1. Upload the file(s) to the study website at [study file transfer site] by entering the unique PIN assigned to you. This PIN will be included in the email request each quarter. OR 

    2. Email the file(s) to [study email] [insert specific instructions for labeling the email and possibly encrypting it]

Timeline for Data Submission

We request that you submit the data to the study within two weeks of receipt of the email request. We will send you periodic reminders if you have not submitted the data within that timeframe. 

Under the terms of Section 28 of the Richard B. Russell National School Lunch Act, institutions participating in the school meals programs are required to participate in this data collection.

For Assistance or Questions 

    • The study website at [study website] is the hub for study activities and detailed information about the study. 

    • For assistance, you may reply to your data collection technical assistant (the person who sent you this request).