United States Department of Agriculture (USDA) Food and Nutrition Service Training Civil Rights & Discrimination (Part 1) TEFAP & TANF Regulations (PART 2) 1
Civil Rights & Discrimination Federal and USDA civil rights regulations and policies ensure no person in the United States is subject to prohibited discrimination in programs and activities conducted in whole or in part by USDA based on: RACE • COLOR • NATIONAL ORIGIN DISABILITY • SEX • AGE 2
Civil Rights & Discrimination Furthermore, no person is subject to reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. 3
Civil Rights & Discrimination Customer can call (866) 632-9992 for a USDA Program Discrimination Complaint form. Customer can submit complaints to the USDA, Office of the Assistant for Civil Rights at 1400 Independence Avenue, SW in Washington, D.C. 20250-9410. Customer can also submit complaints via email: program.intake@usda.gov. 4
Civil Rights & Discrimination Requirements: • Conduct annual training for staff and volunteers • Conduct outreach to under-represented communities • Display poster “And Justice for All” • Accommodate people with disabilities • Reduce language barriers for people with limited English proficiency 5
Explicitly Religious Activities No religious activities allowed, including activities such as worship, or religious instruction 6
Explicitly Religious Activities Customers are not required to participate in religious activities Religious activity must take place in a separate location at a different time It must be made clear that religious activities are not endorsed by USDA 7
Explicitly Religious Activities It is acceptable for… Organizations to use their facilities to provide services without removing religious materials Hang a cross on the wall Display a stand with faith-based pamphlets at the front or back Have a Pastor or other religious officials assist with distribution 8
Explicitly Religious Activities It is unacceptable to … Require customers to stand by the cross and recite a prayer Refuse USDA foods to customers who do not practice your faith Insert faith-based pamphlets in bags or boxes Force or encourage participants to have a religious conversation with the pastor or official 9
Written Notice and Referral Faith-based or religious organizations must give written notice to all customers of the right to be referred to an alternate food pantry, soup kitchen, or shelter that is in the same geographic area. 10
Written Notice and Referral 11
Written Notice and Referral 12
Written Notice and Referral If a customer objects to the religious character of an food pantry, soup kitchen or shelter, that organization must promptly undertake reasonable efforts to identify and refer the customer to an alternate food pantry, soup kitchen, or shelter to which the customer has no objection. If unable to identify an alternate food pantry, the Foodbank must be notified. 13
Written Notice and Referral 14
Written Notice and Referral 15
The Emergency Food Assistance Program (TEFAP) Temporary Assistance for Needy Families (TANF) 16
Receipt of USDA Commodities TEFAP provides free food to agencies who voluntarily participate in this Federal program. 17
Receipt of USDA Commodities Pantries: • accept a reasonable “Fair Share” amount • must pick-up allotments in a timely manner every month • request a reduction to fair share allotment if storage is an issue • cannot pick-n-choose commodities • cannot decide to not pick-up 18
Food Safety State & Local Laws Food must be stored in a manner to protect from spoilage, infestation, damage or other conditions that may jeopardize the safety of foods. ____ ____ ____ The receipt of damaged, spoiled, infested USDA commodities must be reported to the Foodbank. 19
Food Safety State & Local Laws Thermometer refrigerate between 35° F and 40° F and freeze below 0° F Pest control Rotate – FIFO Expiration and use-by dates 20
Distribution Requirement USDA Commodities serves as a supplement to your existing food Mix together for distribution (donations, purchased foods, & USDA commodities) Distribute USDA products within 30 days of receipt Must not be used for any other agency function 21
FY18 Emergency Food Program Distribution Site Manual Discard 2017 version Convenient location Train staff and volunteers Follow the rules and procedures 22
6 Posters Required Income Eligibility Guidelines Lists max allowable monthly gross income - replaced annually Notice To Program Participants Conditions customer agrees to: income, consumption and liabilities “And Justice For All” Instructions for discrimination or Civil Right violations Days/Hours of Operation Post outside and inside Must be open for at least 2 hours per week Prohibited Activities Donations, payment for services, food cannot be sold, politics Written Notice of Beneficiary Rights Notification that customer can receive a referral to another pantry, soup kitchen, or shelter if there is a religious character conflict 23
Site Inspections All program staff and volunteers must be informed that Food Bank, USDA and DHS inspectors have the authority to inspect food storage and distribution facilities * * * * * Denying an inspector access or not being in compliance with rules and regulations may result in loss of USDA commodities 24
Shelters & Soup Kitchens • Abide by rules set forth by local health departments, Food Bank, USDA, and DHS • Food Bank can provide details and technical assistance • Anyone eating at a soup kitchen or shelter is assumed to be eligible • Customers must not be asked to prove eligibility 25
Shelters & Soup Kitchens • Serve meals at least two hours a week • Post meal-service schedule • Count every meal served • Count additional helpings as individual meals and add to the total number of meals 26
Shelters & Soup Kitchens • Not reporting all meals served could result in reduction of commodities • Document how total meals were computed each month, e.g., sign-in, plate counting • Submit monthly reports to Food Bank for total meals served 27
Agency’s Intake Procedure Comply with the Federally-approved State Plan of Operation • No application process • Customers self-attest by signing 28
Agency’s Intake Procedures Customers attest that the information on the Signature Sheet or Proxy Form is accurate: Monthly gross income does not exceed DHS established limits based on poverty/unemployment Household Size Street Address City # Children SNAP 29
SIGNATURE SHEET T H R O W A W A Y 2017 forms! REPLACE WITH: 30
P r e Month/Year - Food Bank Name f i l l Pantry Name Pantry Address 31
Signature Sheet # S D STREET S I ADDRESS A K I & I Z T G CITY D E S N E 32
Proof of Residency If you request ID from one person then you Must request from E-V-E-R-Y-ONE! • Driver' License • State ID Card • Mail • Utility Bill 33
Proof of Residency No ID Homeless Mail – utility bill or letter from landlord Not social security letter or Medicaid/Medicare Card 34
SIGNATURE SHEET Correct as many errors as possible 35
SIGNATURE SHEET Incorrect numbers will throw off totals and distort statistical data 2 ERRORS 36
SIGNATURE SHEET Pantry staff can fill out/correct any information but cannot “make - up” or guess customer data or sign for customer Total columns on every page 0 ERRORS 37
SIGNATURE SHEET Do not allow customers to sign in on top line with the headers 2 ERRORS 38
SIGNATURE SHEET Number of household size is affected if header line is erroneously used. 10 lines vs 11 lines 0 ERRORS 39
SIGNATURE SHEET Distribution Month/Year vs Date column Ditto marks never allowed 40
SIGNATURE SHEET Do not allow customers to sign on the “Total” line 12 ERRORS 41
SIGNATURE SHEET 10 lines per page unless “Total” line is erroneously used or a line is skipped 2 ERRORS 42
SIGNATURE SHEET Do not include numbers twice for same customer on the “Total” line 43
SIGNATURE SHEET Draw a single line from the Date column to the SNAP column 3 ERRORS 44
SIGNATURE SHEET Draw either a line across form or draw short lines in each box 45
SIGNATURE SHEET Numbers are not included in total if customer is not served 0 ERRORS 46
SIGNATURE SHEET It is allowable to write the date on the top line and draw a line down so that the customers do not need to write in the date 4 ERRORS 47
SIGNATURE SHEET Another option is to “fill - in” the dates at a later time, but it is not required 0 ERRORS 48
SIGNATURE SHEET The “city” on the “street address” line is not allowed 10 ERRORS 49
SIGNATURE SHEET “Fill - in” the city if known 5 ERRORS 50
SIGNATURE SHEET Always required: # of Household Size Street / City # of Children 51
SIGNATURE SHEET 11 ERRORS 52
SIGNATURE SHEET 9 ERRORS 53
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