Professional Standards for Indiana Department of Education’s School

and Community Nutrition Division

BackgroundThe intent of this guide is to provide resources for the Local Education Authority (LEA) to hire a qualified School Nutrition Program (SNP) Director, and meet annual training requirements for all SNP employees. March 2, 2015, the USDA released a final rule titled, Professional Standards for State and Local School Nutrition Programs Personnel as required by the Healthy, Hunger-Free Kids Act of 2010 (HHFKA). The regulations are intended to provide consistent, national professional standards strengthening the skills of SNP staff to perform their duties effectively and efficiently. The rule identifies specific hiring standards for the selection of local SNP Directors, and requires all personnel in the school nutrition programs to complete annual continuing education and training. The final rule establishes the minimum number of annual training hours for SNP who manage and operate the National School Lunch and School Breakfast Programs. The requirements of Professional Development Standards became effective July 1, 2015. Professional Development Standard compliance is a segment of the Administrative Review administered by the Indiana Department of Education, Food and Nutrition Office.

Hiring the right person to supervise the School Nutrition Program (SNP) requires decision makers to define duties and assess specific levels of knowledge and skills. USDA Professional Development Standards provide a rubric to follow when hiring new supervisory staff. Basic levels of knowledge and skills must be considered during the employment process. Resources in this guide will provide detailed information on USDA Professional Development minimum hiring requirements. Supporting these requirements will be components to define knowledge and skills in the job description and assessment questions to use during applicant interviews.

According to Kahn, (2011) ‘training is important to enhance the capabilities of employees. The employees who have more on the job experience have better performance because there is an increase in both skills & competencies because of more on the job experience.’ When staff are adequately trained there is a higher rate of buy-in to job duties and often stay with their employer for a longer period of time. The Professional Development Standards define requirements for annual staff training. The School Food Authority (SFA) is required to train staff based on assigned job duties, level of job responsibility, and number of hours worked. Training hours and topics covered must be documented per employee. Staff professional development topics and training hours are required to be documented. The four key areas of training are:

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Nutrition Operations Administration Communication and Marketing

School Nutrition Program Director Hiring

Hiring a qualified SNP Director ensures the right person, with sufficient knowledge, skills, and abilities, is hired to supervise the complexities of the SNP. The first component in hiring the SNP Director is to create a written job description defining their role and what they will be held accountable. Effective, detailed job descriptions,

Define major areas of the employee’s job or position Outline performance expectations, job training, job evaluation, and career advancement Provide a reference point for compensation decisions and unfair hiring practices Attract the right candidates

Effective job descriptions need to be practical, clear, and accurate defining the position and the needs of the department. A good job description typically begins with a careful analysis of the important facts about a job such as:

Individual tasks involved The methods used to complete the tasks The purpose and responsibilities of the job The relationship of the job to other jobs

Developing a detailed job description ensures the LEA hires a qualified employee to oversee the myriad of tasks required in the SNP. It is important to identify specific job criteria effectively defining the operation, management duties, and compliance responsibilities for the SNP. Experience in leadership attributes is essential as the SNP Director needs to work effectively with program staff, LEA administration, parents and the community. Education and experience requirements, based on student enrollment, are defined in the HHFKA Professional Development Standards, and reflect the knowledge and expertise required to perform job duties. (Table 1. School Nutrition Program Director Education and Experience Requirement Rubric)

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Table 1. School Nutrition Program Director Education and Experience Requirement RubricStudent Enrollment Education Experience

1 – 2,499 students

Bachelor’s degree with specific major, OR

Bachelor’s degree with any academic major, and a State-recognized certificate, OR Associate’s degree with specific major and at least 1 year of experience, OR

High school diploma (or GED) and 3 years of experience

For LEAs <500 students: State agency has discretion to approve the hiring of a director that has a high school diploma but less than 3 years of experience

At least 8 hours of food safety training within 5 years prior to the start date, or completed within 30-days of the starting date

State agency has discretion to require current SFA directors to obtain food safety certification every 5- years

2,500 – 9,999 students

Bachelor’s degree with specific major, OR

Bachelor’s degree with any academic major, and a State-recognized certificate; OR

Bachelor’s degree with any academic major and at least 2 years of experience, OR

Associate’s degree with specific major and at least 2 years of experience

At least 8 hours of food safety training within 5 years prior to the start date, or completed within 30-days of the starting date

State agency has discretion to require current SFA directors to obtain food safety certification every 5- years

10,000 or more students

Bachelor’s degree with specific major, OR

Bachelor’s degree with any academic major, and a State-recognized certificate; OR

Bachelor’s degree with any academic major and at least 5-year experience in management of programs

At least 8 hours of food safety training within 5 years prior to the start date, or completed within 30-days of the starting date

State agency has discretion to require current SFA directors to obtain food safety certification every 5- years

Job Description Components

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Development of the job description must be considered prior to advertising the position or conducting interviews. The first task is to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment related to the job. (Healthfield, 2016) After collection of this data a thorough job description can be created.

The Institute of Child Nutrition (ICN, 2015) recommends the following areas of knowledge, skills, and abilities be included in the job description. The information provided in this section of the resource can be used to identify job duties, responsibilities, skills, and outcomes.

Knowledge, Skills and Abilities1. Program Management and Accountability

Ensures the SNP is in compliance with all local, state, and federal laws, regulations, and policies.

Implements the free and reduced price meal program in a manner that protects and preserves the civil rights of all students.

Ensures an accurate meal counting and claiming system throughout the district. Implements corrective action, when needed, to address any deficiencies identified

within the SNP. Effectively trains SNP staff, school administrators, and other school support staff to

address corrective action. Monitors the district’s agreement with the Indiana Office of School and Community

Nutrition, to ensure the district is in compliance with the provisions the Child Nutrition programs.

Contributes to the nutrition and nutrition education components of the district’s local wellness policy; serves as part of the district’s School and Community Nutrition team.

Conducts routine on-site reviews of all facilities operated by the LEA. Employs management techniques to operate an effective and efficient program. Develops short and long term goals through strategic planning for the SNP

supporting the philosophy and policies of the LEA and Board of Education. Reviews current research information to determine health and nutrition-related

trends and management techniques; and develops innovative program changes and expansions based on this information.

Develops guidelines for providing services in response to disaster or emergency situations.

Develops a long-range program for establishing professional status for the SNP’s role in the education community.

2. Facilities and Equipment Management

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Evaluates and projects facility and equipment needs for the SNP. Coordinates maintenance and repair of equipment and food preparation facilities. Conducts follow-up on completed repairs and maintenance. Develops and implements policies and procedures to ensure environmental

responsibility. Implements a waste management system for the SNP that is effective, economical,

environmentally safe, and meets LEA and local requirements.

3. Financial Management Monitors the SNP’s use of federal, state and local funds to ensure they are used only

for allowable purposes. Manages the SNP using appropriate financial management techniques. Establishes measurable financial objectives and goals for the SNP. Projects operating costs based on meal equivalents. Projects the annual operating budget based on revenue and expenditure forecasts. Prepares justifications for budget requests. Develops, implements, and monitors internal controls, on a monthly basis, to ensure

financial accountability and program integrity. Establishes inventory management and control systems. Implements efficient management techniques to ensure all records and supporting

documentation is maintained according to local, state, and federal laws and policies. Completes the annual Paid Lunch Equity Tool to recommend reimbursable meal paid

pricing. Establishes and justifies non-program food pricing. Tracks revenues and expenditures by object codes. Implements and monitors a reliable system of cash management. Oversees payment of invoices in an accurate and timely manner. Maintains a fixed asset inventory. Prepares and submits required financial reports in a timely manner. Retains appropriate financial and participation records.

4. Food Production and Operation Management Develops procedures to ensure the food production system provides safe nutritious

foods of high quality. Ensures operational procedures for efficient and effective food production and

distribution. Establishes, implements, and evaluates policies and procedures for quality standards

and quantity control. Establishes quality standards for the presentation and service of food.

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Provides leadership in developing recipes following USDA meal pattern guidelines. Ensures daily production records are completed accurately for each meal type in

each school. Plans menus for breakfast, lunch, afterschool snack, summer feeding, and catering

programs. Ensures all breakfast, lunch meals, and afterschool snacks served to students meet

current USDA requirements. Assesses the program to determine if summer feeding is viable for the students in

the LEA. Implements a plan for providing foodservice for special functions consistent with

Board of Education policies. Implements, plans and oversees special events/catering.

5. Food Security, Sanitation and Safety Develops, implements, and monitors the district’s mandated HACCP Plan. Ensures each school is inspected bi-annually by the Department of Health. Establishes procedures to ensure that food is prepared and served in a sanitary and

safe environment. Develops and integrates employee safety regulations into all phases of the school

nutrition operation. Establishes procedures and policies for risk management.

6. Customer Service, Marketing and Communication Implements a district-wide customer service driven philosophy that focuses on value

and satisfaction. Develops specific marketing plans geared to students, parents, teachers,

administrators, support staff, and/or the community. Conducts an on-going evaluation of the marketing plan. Communicates program information to encourage and secure support for the SNP

from the Board of Education, administrators, faculty, students, parents, and the community.

Develops social marketing plans to involve students, parents, school personnel and community partners in the district’s SNP.

Seeks and responds to student, parent, media, community, and other concerns. Maintains relationships with community agencies and collaborates to achieve

mutual goals. Prepares appropriate newsletters, news releases, and brochures to inform, involve

and engage the community in various Child Nutrition initiatives.

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7. Menu and Nutrition Management Develops cost-effective menus that maintain nutrition integrity and meet all local,

state, and federal guidelines and regulations. Assesses customer preferences, industry trends, and current research to plan menus

that encourage participation in the SNP. Works with school staff, teachers, parents, and physicians to plan menus for children

with special nutrition needs. Contributes to the nutrition and nutrition education of the district’s local wellness

policy; and serves on the district’s Wellness Policy team [or serves as the chair of the district’s Wellness Policy team].

8. Human Resource Management Implements personnel policies and procedures for the SNP in compliance with local,

state, and federal regulations and laws. Develops job performance standards that provide for performance improvement. Develops methods for hiring, training, and evaluating personnel that recognize

education, experience, performance, and certification. Establishes procedures to implement employee contract agreements, progressive

discipline, and formal grievances. Meets training requirements of Professional Development Standards for SNP

personnel.

9. Procurement and Inventory Management Meets program compliance requirements for procurement of all food, supplies, and

equipment for the SNP. Implements a cost-effective procurement system. Implements and adheres to a strict code of conduct for procurement using federal,

state and local money. Develops purchasing guidelines to ensure purchased food and supplies reflect

product knowledge, customer preferences, district needs, policies, and nutrition objectives.

Establishes standards for receiving storing, and inventorying food and non-food supplies based on sound principles of management.

10. Technology and Information Systems Implements management information systems that increase the productivity and

efficiency of the SNP. Trains staff to use computer technology in individual school sites to improve

management techniques.

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Implements an up-to-date web based data information system for parents, students, staff, administrators, and the community.

Applicant Assessment Questions

The interview process is critical to select the individual who will fill the SNP Director position. There are basic questions all candidates are asked during the interview process; however, digging deeper can reveal critical information about the candidate. In addition to a variety of questions, skill and ability assessments can also be included in the application process.

1. Provide an overview of Child Nutrition regulations pertaining to school foodservice.

2. Provide an overview of the USDA’s Dietary Guidelines for Americans. How will you relate this to our school nutrition program (SNP)?

3. Are you familiar with, or do you have working knowledge of federal procurement regulations? (Describe your knowledge of federal procurement regulations.)

4. Tell us about your technology background including knowledge of hardware, software, networking. Describe our proficiency with Microsoft applications, including Word, Excel, and Outlook and Point-of-Sale systems.

5. What do you know about the USDA Donated Commodity Food Distribution Program? How does it apply to schools?

6. What experience do you have in developing operational budgets?

7. What elements should be considered when developing a school lunch menu?

8. Describe the components and nutritional requirements of a federally subsidized student breakfast and lunch.

9. Do you have affiliations with any professional associations? Are you certified with the Indiana School Nutrition Association, the Indiana School Business Officials? Any others?

10. Describe a work situation where you successfully improved operational efficiency resulting in a cost savings.

11. Why is inventory important to the financial management of a food service operation?

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12. What is the HACCP (pronounced ‘has-sip’) procedural method of keeping food safe? Why is this method significant to school food service?

13. Describe your knowledge of food safety and sanitation. In your previous position how did you monitor food safety and sanitation? How did you provide food safety training to workers?

14. What will you do to promote the SNP to customers?

15. Describe your experience supervising or managing food service workers. How many daily meals were prepared?

16. What experience have you had working with a union or union employees? How have you handled grievances?

17. How would you handle a situation in which a production employee repeatedly makes costly mistakes?

18. If a board member or administrator, ask you to secure free food for a private party how would you handle the situation?

19. As the SNP Director how would you assist a school kitchen that was short staffed for the day?

20. What procedures would you institute to develop an effective training program for staff.

21. Describe your experience managing employees and staffing kitchens in the field from a central location. What is your management philosophy? Describe progressive discipline.

22. Tell us about your experience in cost analysis, including the various methods you have used to maintain cost control and accountability in a food service operation.

23. Describe your experience in food service training. Have you ever administered a training program? What was your role in the process?

24. Describe your experience in menu planning. How have (would) you keep up on changes in the requirements set by USDA for the school meal programs?

25. Due to the constant need to cut costs, it is often necessary to develop creative methods to eliminate waste and serve less expensive meals, while still maintaining nutritional quality and compliance with USDA requirements. Tell us about a situation where you have used a cost saving method of this type.

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26. What is Offer vs. Serve, and how does it differ from Regular Service?

27. What is the difference between perpetual inventory and physical inventory?

28. What is a production record? Identify the role does it play in the SNP?

29. How would you handle special requests for bag lunches, field-trips, special functions?

30. What procedures would you implement for special diet needs and/or religious restrictions?

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Training Requirements for School Nutrition Program Staff

All SNP staff are required to receive professional development over the course of the school year. The intent of the training is to ensure all staff are knowledgeable about key aspects of the school nutrition program and the duties of their position. The School Food Authority (SFA) is required to train staff based on assigned job duties, level of job responsibility, and include training on specific topics each year. Professional development topics and training hours are required to be documented. Specific topic codes are available at https://professionalstandards.nal.usda.gov

There are four key areas of training.

Nutrition Operations Administration Communication and Marketing

The following topics should be considered for all staff each year: Civil rights Food safety and sanitation Meal pattern Meal counting and claiming

Specific hours of training are defined according to the position the staff member fills. (Table 2. Annual Required Professional Development Training Hours). Training hours must be recorded and documented for each employee in the SNP. Employees hired after January 1 each school year must receive one-half of the required number of training hours.

Table 2. Annual Required Professional Development Training HoursPosition Required Training Hours

School Nutrition Director 12 hoursManagers 8 hoursStaff working more than 20 hours per week 6 hours

Staff working less than 20 hours per week 4 hours

31.

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SAMPLE JOB DESCRIPTION TEMPLATE District School Nutrition Directors/Supervisors

Position Title: (Suggestions) School Nutrition Program Director; Director of Child Nutrition; Food Service Director; Supervisor of Food and Nutrition

Primary Job Functions: This position is responsible for the administration of the School Nutrition Program (SNP). These programs include the National School Lunch Program, School Breakfast Program, Afterschool Snack Program, Seamless Summer Food Service Program and any other programs available through the US Department of Agriculture (USDA). Work is directed through the interpretation of federal and state regulations and a variety of nutrition, operation, and financial policies and procedures established by USDA and the Indiana Department of Education’s School and Community Nutrition Division. There is considerable discretionary judgment and analysis in the identification and resolution of problems. The employee receives general direction from the LEA’s designated administrator of operation and/or support services. The SNP Director is responsible for the oversight of the SNP on behalf of the local Board of Education and directly supervises SNP personnel including, but not limited to, supervisors, accountants/bookkeepers, data management personnel, school nutrition managers, support staff, and other school nutrition personnel; and development of communication to key stakeholders, program development to increase participation, and attention to health and wellness in the community.

Status: Employee, Full-time

Overtime Status: Exempt

Board Approved: Month, Date, Year

Salary Range: Negotiable

Review Schedule: Annually or as needed

Supervised and Evaluated by: Director of Finance and Operations, Business Manager, Superintendent

Minimum Qualifications and Credentials Required:

Training and Experience: Required education and experience from the Professional Development Standards (Table 1) should be incorporated in this segment. Additional information can include:

Preference for a degree from a specific field of study:

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o Foods and nutritiono Dieteticso Family and consumer scienceo Business administrationo Related field in food service in a commercial or institutional setting

Certificationso Must be ServSafe certified or achieve certification within 6 months of hire date.

Certification must be renewed every 5-years per Indiana Department of Health requirements.

o Hold or obtain the School Nutrition Specialist Credential or the School Nutrition Certificate.

Physical Requirementso Hold a valid Driver’s License and be able to travel from school to school within

the school districto Sit or stand in a stationary position o Position self to walk, bend, squat, and lift a minimum of 50 poundso Be able to hear and speak clearlyo Must be able to operate and use food service equipment and computers.

Knowledge Skills and Abilities: As appropriate to the SNP and the LEA to meet the duties and responsibilities of the position from the 10 areas identified above.

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Indiana Department of Education IDOE/SNP

Child Nutrition Programs' Policy InstructionJuly 17, 2015

Professional Standards of Temporary, Substitute, and Acting Staff Positions

Purpose:

This instruction sets forth the policy to direct sponsors (schools and Residential Child Care Institutions (RCCIS)) to ensure that local school nutrition program personnel, specifically temporary, volunteer, substitute, and acting staff positions, in the National School Lunch and Breakfast Programs have the knowledge and skills to manage and operate the programs correctly and successfully.

Scope:

Sponsors (schools and RCCIs) participating in the National School Lunch and Breakfast Program.

Description: When determining if substitutes, temporary (acting) staff, and volunteers need annual training hours, schools should take two items into consideration - the regular scheduled hours of these employees and their job responsibilities/duties to determine if they are program staff.

Definitions: Program staff are involved in the day to day operations of school food service, with no managerial responsibilities. Someone who only runs the Point of Sale System and is not responsible for identifying a reimbursable meal is not considered program staff; someone who only monitors the students in the food service area is not considered program staff, and someone who only works in the dishwasher room is not considered program staff. However, these employees should be knowledgeable and trained on their job responsibilities/duties.

Substitutes:Non-permanent substitutes do not need to meet required training hours.

Permanent substitutes are substitutes that receive regular weekly hours.

Permanent substitutes that cook, cashier, are involved in the preparation and service of school meals or are involved in other program operations such as eligibility determinations, meal counting and claiming, and so on, are considered program staff and would be required to meet training hour requirements.

Temporary (Acting) Staff:

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If a school food service employee is out on short-term medical leave and a substitute or volunteer needs to fill in during the medical leave, that substitute or volunteer does not need to meet training hours.

If a school utilizes a temporary service agency, temporary staff, obtained through an agency, would not need to meet the required training hours.

Volunteers: Sponsors will need to look at the volunteer job duties/responsibilities

and determine if they receive regular weekly hours. If a volunteer receives regular weekly hours and is considered program

staff, then they must meet the annual training requirements. For example, a volunteer that cooks, serves on the line, and identifies a reimbursable meal, on a regular/weekly basis, would need to meet the required annual training hours.

If a volunteer only monitors the students in the cafeteria and has no other job responsibilities/duties, they will not be required to meet training hours because they are not considered program staff.

For questions or concerns about this requirement, schools can reach out to the Indiana Department of Education to receive clarification.

SOURCE: INDIANA DEPARTMENT OF EDUCATION’S SCHOOL AND COMMUNITY NUTRITION DIVISION

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Resources

Heathfield. S., (2016, July 24). Top 10 Tips for Hiring the Right Employee. Retrieved from, http://humanresources.about.com/od/recruiting/tp/recruiting_employee.htm, retrieved, 8/8/2016.

Khan, R., Khan, F., Khan, M. (2011, July). Impact of Training and Development on Organizational Performance, http://globaljournals.org/GJMBR_Volume11/8-Impact-of-Training-and-Development-on-Organizational-Performance.pdf, retrieved, 7/15/2016.

The Institute of Child Nutrition, (2015). Job Description Template for CNP Director /Supervisor /Administrator, http://www.nfsmi.org/ResourceOverview.aspx?ID=161, retrieved, 8/1/2016.

The Institute of Child Nutrition, (2016). Orientation to School Nutrition Management Program Accountability, Integrity, and the Role of the Director, http://www.theicn.org/documentlibraryfiles/PDF/20160504092222.pdf, retrieved, 8/1/2016.

USDA. Guide to Professional Standards for School Nutrition Programs, retrieved from, http://www.fns.usda.gov/tn/guide-professional-standards-school-nutrition-programs, June 15, 2016.

USDA. Professional Standards for Child Nutrition Programs, retrieved from, https://professionalstandards.nal.usda.gov, 7/25/2016.

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