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DATE: | June 12, 2023 | |
MEMO CODE: | CACFP 08-2023, SFSP 10-2023 | |
SUBJECT: | Best Practices for Streamlining Applications for Year-Round Program Operations | |
TO: | Regional Directors Child Nutrition Programs All Regions | State Directors Child Nutrition Programs All States |
This memorandum provides guidance to assist state agencies in streamlining the application process for experienced program operators that participate in both the Summer Food Service Program (SFSP) and the at-risk afterschool component of the Child and Adult Care Food Program (CACFP). These programs leverage federal funds to help children get the nutrition they need during the gap periods when they are out of school. However, CACFP is not available to at-risk afterschool care centers during the summer, and SFSP does not normally operate during the school year. A single application process would help state agencies reduce the paperwork to make it easier for experienced program operators to provide meals year-round to at-risk children and young people in low-income areas.
USDA’s Food and Nutrition Service (FNS) encourages community organizations that offer CACFP afterschool meals during the school year to transition to SFSP to serve the same groups of children during the summer months. For some community organizations, the paperwork for participating in two separate programs diverts resources away from serving the children who are most in need. A single application process could simplify the paperwork by minimizing duplication and reducing administrative burden. This guidance recommends options for streamlining the application process for experienced program operators in states where the same administering agency is responsible for both programs.
Flexibilities that currently exist in CACFP and SFSP regulations and policy guidance provide opportunities for state agencies to decrease paperwork burden for program operators without compromising integrity. FNS has previously issued guidance (cited below and further explained in the Appendix) to provide more options for managing resource challenges and allow accommodations that make it easier for community organizations to provide afterschool and summer meals. These options eliminate duplication to make participation less burdensome for community organizations and more cost-effective for state agencies to administer.
A single SFSP and CACFP at-risk center application can eliminate duplication, make administration more cost-effective, and decrease paperwork burden. Here are options for state agencies to consider that build on the existing flexibilities (above) to simplify program operations. State agencies can use these options to create a single application process that will help experienced program operators transition seamlessly between CACFP and SFSP, with no break in service. A combined form also eliminates duplicate data fields and allows the state agency to review an application without cross-checking multiple documents.
This guidance highlights multiple options that are available to help state agencies design an effective application process that will maintain integrity, while reducing paperwork. For state agencies beginning this effort, an assessment of current state policies to identify opportunities to streamline the application process may be a good starting point. If current state policies do not utilize existing flexibilities, state agencies can take the next step to identify actions that would streamline the application process.
Some states have already implemented streamlining efforts. For example, one state pre-populates data from the previous year’s application. The state agency’s system includes built in edit checks to identify the data fields that must be updated.
Another state uses documentation that has already been collected for participation in SFSP to shorten the CACFP application for SFSP sponsors. Instead of asking for duplicate information from an SFSP sponsor applying to serve CACFP afterschool care meals, the state agency requests only information that is not available from SFSP. The process is further streamlined for school sponsors that apply to participate in CACFP because they are not required to submit budgets or management plans.
Many of the options suggested in this guidance may also be useful in streamlining the application process in states where there are multiple child nutrition program agencies. However, FNS recognizes that gaps in information collection and verification could arise in this unique circumstance. Engagement through memoranda of understanding, data sharing agreements, and routine communication among administering agencies could bridge these gaps, while supporting efforts to eliminate duplication and decrease paperwork burden. Cross-communication is essential for sharing documentation required by both programs, ensuring systems are compatible for simplifying the transfer of data, and coordinating program training and technical assistance opportunities.
FNS appreciates the exceptional effort of state agencies and local program operators working to meet the nutritional needs of children and young people in the child nutrition programs. FNS is also interested in hearing how state agencies have streamlined the application process to remove barriers and encourage year-round participation, and is committed to uplifting those best practices in the form of further technical assistance and support. We encourage state agencies to contact the appropriate FNS regional office to share experiences and best practices for streamlining the application process in CACFP and SFSP.
State agencies with questions concerning this guidance should contact the appropriate FNS regional office.
J. Kevin Maskornick
Director
Community Meals Policy Division